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Privacy Policy
Plain-English detail on what we collect, why we collect it, who sees it and how to have it removed. Written to be read, not to be skimmed past.
1. Who we are
Hudson Relay Systems is a business email infrastructure consultancy owned and operated by Angela Pearson at 1109 Marshville Road, Poughkeepsie, NY 12601, United States. We operate portal.adminmailserver.com and are the controller of the information described below.
2. Scope
This policy covers information collected through this website, through email and telephone contact, and while delivering professional services. It does not cover third-party sites we link to.
3. Information you give us
We collect only what we need:
- Name, company, work email address and telephone number
- Enquiry content, including the domain you ask about
- Engagement records: scopes, correspondence, invoices and payment references
- Technical material supplied for an engagement, such as DNS exports and log excerpts
4. Information collected automatically
Our web server records standard request data (IP address, user agent, referrer, requested URL, timestamp) for security and aggregate traffic measurement. These logs are retained for ninety days.
5. Why we use it
| Purpose | Basis |
|---|---|
| Answering enquiries and preparing proposals | Steps taken at your request before a contract |
| Delivering contracted services | Performance of a contract |
| Invoicing, tax and accounting | Legal obligation |
| Security and abuse prevention | Legitimate interests |
| Measuring website and advertising performance | Consent, where required |
6. Cookies, analytics and advertising
Strictly necessary cookies keep the site working and record your consent choice. Analytics cookies show which pages are read. Advertising cookies, which may include Microsoft Advertising and its Universal Event Tracking tag, let us measure whether an advertisement led to an enquiry.
Non-essential cookies are set only after you accept them. You may change your choice at any time through the cookie preferences link in the footer. Full detail is in our Cookie Policy.
7. Advertising partners
Where we advertise, partners may process limited data such as IP address, device information and pages visited, in order to measure conversions and cap repeat impressions. We do not share your name, email address or enquiry content with advertising partners, and we do not sell personal information.
8. Sharing
We share information only with: our accountant and payment processor for billing; our website and email hosting providers; professional advisers where necessary; and law enforcement or regulators where legally required. Every supplier is bound by confidentiality terms. We do not sell or rent personal data.
9. International transfers
Our systems are hosted in the United States. If you contact us from outside the U.S., your information will be processed here under appropriate contractual safeguards.
10. Retention
Enquiries that do not become engagements are deleted after twenty-four months. Client engagement records are retained for seven years to meet tax and professional obligations. Server logs are kept ninety days. Cookie consent records are kept for twelve months.
11. Security
Access is least-privilege and reviewed quarterly. Credentials are held in an encrypted vault with per-engineer access, multi-factor authentication is mandatory for all staff, and client access is revoked in writing at the end of an engagement. No system is perfectly secure, but we do not treat that as an excuse.
12. Your rights
Depending on where you live, you may have the right to access, correct, delete or receive a copy of your personal information, to opt out of targeted advertising, and to be free from discrimination for exercising these rights. Residents of California, Colorado, Connecticut, Virginia and other states with comparable statutes may exercise these rights regardless of whether they are our clients.
To make a request, email privacy@portal.adminmailserver.com or call 845-672-7368. We verify identity before acting and respond within forty-five days. An authorised agent may act on your behalf with written permission.
13. Children
This site and our services are intended for businesses. We do not knowingly collect information from anyone under sixteen. If you believe a child has provided us data, contact us and we will delete it.
14. Do Not Track
Browsers send Do Not Track signals inconsistently and there is no accepted standard for honouring them, so we do not respond to DNT headers. We do honour Global Privacy Control signals as an opt-out of targeted advertising where required by law.
15. Changes
We revise this policy when our practices change. The effective date at the top is authoritative, and material changes are announced on this page for thirty days before taking effect.
16. Contact
Hudson Relay Systems, 1109 Marshville Road, Poughkeepsie, NY 12601, United States. Email privacy@portal.adminmailserver.com. Telephone 845-672-7368. Owner: Angela Pearson.
If anything here is unclear, contact us before relying on it. We would rather explain it than have you guess.